foreign is an application called my forms I came across this on LinkedIn I think someone shared it and it looked pretty interesting to me there are definitely some cases where I think this could be like a useful tool to have in your tool belt this actually comes out of the Innovation lab from servicenow so it's on the store but it's like not officially supported by them but definitely my timeline service now I've seen some cases where this would have been really useful to have there's a little bit of risk just because it's from The Innovation lab and it's not officially servicenow supported so here we'll uh just a kind of high level agenda you know what what is my forms and why might I use it so I think there's definitely some interesting use cases here from a high level what the components are another demo and and discussion the slides are not super heavy on like how to use it because there's actually a really good document which I'll show you on the store that goes through like all the functionality so it didn't really seem to make sense to recreate all that what might I use my forms right so to collect information without the need for a workflow right so in the cases where you don't you don't really need like an entire uh you don't need a catalog item you don't need like a record producer like you're not gonna necessarily have some kind of workflow kick off in the background if you're collecting some information like doing a survey or your um or you know if you think about what like like a Survey Monkey all those kind of products do this is like very similar to that but the benefit of using this would be that you have it in the platform and you could potentially hook it into some other process right and having everything on one platform is is also a benefit not having to use another tool so the second Point here is you can collect information anonymously so you can collect it anonymously but it still requires a login you can't like a SurveyMonkey go out and create a a survey that you that you don't need to log in for like at this point you have to have a servicenow login which may be a good thing but you don't right now have the option to to have it where there's no login required using it for a survey right so obviously servicenow has survey functionality but it's usually kicked off by like uh you know an incident is resolved in the middle camp and it's time to start right out if it's related to this task and this is a little bit easier and there's some really nice features that let you export it out and there's some dashboards that have the survey results built in it really really kind of nice and easy to use all right so how do I get it if you're on like an actual you know instance you go to the store and there's a my forms application if you notice here it's only available marked as available right now on Utah and Tokyo I'm not sure what the plans are to have it for like Vancouver and Beyond but it's free it's automatically entitled and then you you can get it on the PBI so if you go to your PBI and your plugin list you can look up my forms and install it so that was that's nice that they made it available for PBIS so how do I get to it right so depending on your roles and this is one thing that I imagine if you have implemented somewhere you might do it a little a little differently like so if you're a my forms admin see my forms and then the dashboard and forms created by me and then you've got this Administration section um which we won't go too deep into but it has a bunch of different like configurations you can make if you're just a regular user you actually see the dashboards and dashboard and forms created by me and you may or may not want to use that and we'll kind of look at why because there are a number of different options for how you can look it you go the the forms that have been shared with them this is one option which may be a little confusing at least how it comes out of the box all right so General flow is uh this shouldn't really be that surprising but you create the form with the editor it's all it's all no code you publish the form when you share the form out and you know you have a number of options for for how you can do that you know the users are going to go through and submit it and then you um can monitor and review the results of that form and and so again these are going to be kind of light because we're going to go and actually see how it looks I think that's much more valuable but from a high level when you go and create and publish The Forum you're gonna do this again with no code when you get into actually seeing how the form is designed it's very similar to like if you've ever used the surveys designer in servicenow it's very similar to that four main like Steps here that are outlined here uh you have your general where you're giving it a title of a description and you can actually have other people that um Can collaborate on building that form uh this is where you get into the actual questions you can have different sections of the of the form which is nice there's like a number of like data types you can use that we'll look at and then you add like the recipients so that this you can do a couple of different ways you can have you can just like create a URL that you share with people you can actually assign people to that you know to that form and it'll show up in their dashboard or or get emailed out to them you know you can kind of combine those two things too it has a feature for sending out emails to that you can customize uh send out to your users and then it has a reminder functionality too so you know if you see that you're not getting responses from everyone because you can send out a reminder email that says hey please go out and uh and fill out the format has been been assigned to you so nothing like nothing crazy because it's really it does a really nice job of packaging all these things together and um and making it really nice and easy so like I like I was mentioning there's essentially three ways you can select recipients and email them using from the servicenow instance like you invite them you can add them by group or individually which we'll look at you can generate a URL so there's this object here that you just it will generate a URL that you can email out or print teams or you know maybe it does get put at the bottom of a notification URL is very flexible and then the recipients can also view forms they were invited to on their dashboard so you'll see one if you go to the my forms dashboard page you can see like what things are pending for you that you that you can take in terms of user submission they can submit either by clicking the link in the email that's going to be sent out with that with the from the my forms dashboard or the link that's been sent out one thing that's really neat about this is that you know if you have like uh I know I've definitely done this like you get like a long survey you're like okay like I got halfway through I'm going to finish it later this actually supports you saving the the form and then coming back to it and doing the submission at a later time so if you get interrupted or if it's long this functionality is built into where it can be done at a later time so I thought that was kind of neat so responses can be viewed on the my forms dashboard uh if you're like a collaborator or the creator of that form we'll look at what that looks like at a certain point it would be if you had a lot of responses it would get hard to digest that way but there's also uh export to CSV that you can do with just a single button click which helps all the all the data out to a CSV for you and then this isn't necessarily like advertised in like the documentation about this but you know of course it's stored in the table so you can go to the table and look at all the responses for that survey and like you know you can use all the standard you know platform features to report off of it or you know it would be something you can use for a catalog I like you know if you're going to have a bigger workflow it should really be a catalog item right but like the kind of scenario I'm thinking of is like you know I'd like to be contacted in the future right or reach out to me about this thing you could potentially hook up like a flow to it right so oh this person said yes let's create a task to follow up with them so I think that's another big selling point about this like as opposed to using another survey tool is like you can just hook that up to the the rest of the platform take advantage of the additional workflow and automation probably don't have to sell room here so we kind of talked about this you can't publicly share in this particular release it requires a login but the responses can be anonymous and of course people will say it's Anonymous but probably if someone really really wanted to figure out they could right so you know we don't want any sort of like pii or or that kind of information here as of this point you can't make questions or options depending on other answers right so like there's no UI policies or client scripts or anything like that so you can you can Mark Fields mandatory but you can't say oh only show this question if the answer you know this particular question that way that's a limitation right now I did mention that this is this comes from the Innovation lab and it's uh not fully supported by servicenow so you're kind of on your own with this if something goes wrong it's not super complicated under the hood as far as I can tell so the first thing I want to share is from the store there's this by forms products overview PDF they do a really nice job documenting this so it actually goes through you know all the functionality kind of like the what we talked about why why you would use this like some of the use cases right so feedback sign up registration you know surveys pretty good use cases I'm sure there's others out there talks about you know how to how to create them and like what some FAQs so this this is like a really good document that they've created to to go through this functionality and that's linked right on the when you go to the store it's linked right on the app so um really easy to find I'm the admin person here I have the the my forums admin role as well that was one thing I noticed is that you actually even if your admin seems to explicitly check for you to have the my forms admin role so you'll want to make sure that you add that because if you go to create a form and you don't have that then it's going to it won't let you do it until you have that role this is like the the main landing page it's you know it's built in the service portal this is where you can create for a form from either scratch or you can create from a template and there are kind of like you know the templates and and the platform you can have like Global templates and hopefully the admin can take a template marketers Global or you have like templates that are just yours which I don't have here right now that are just mine and then you can uh share them with individuals so so really kind of similar to how templating Works in general and then you can create a new brand new form here I'm going to show you a what it looks like after it's published and then we'll kind of walk through what building a brand new one would look like so this is one that I created a little while ago I got a couple of responses I didn't set a due date on this so you can actually set like a start manage like you can see here start and update and you can say okay this survey is only going to be or this form rather is only available for a certain period of time once you publish it you can't modify it right it's already out in the world you can delete it but that's going to delete your responses too it's read only once it's once it's published which makes sense right you're not going to want to change the survey in the middle of of it if people have taken it and then we'll look at the responses and then I'll go through and uh actually create one from scratch so this is like this is what the responses look like if you're looking at the in the dashboard here so you can see what would you like to talk about I just created a you know idea form for share the wealth sessions so it's got a few sections here we have what would you like to share so what would you like to talk about you know what would you like to share so you can see like these these are required you know so you have the you have these fields that are required and then you have another tab here that just kind of demonstrate the different controls you have you have a text you have a checkbox you have a date and time there's a reference to which didn't seem to be working for me I don't know if it was if there was some other configuration you can put that as an option as well which is kind of nice you can you can use uh reference Fields uh and look at other data in the in the platform uh you have radio buttons and then you have there's a lot of different options for like these kind of image things so you can have these like sliders with different with different images and you can you can customize these as well you know I know like a common one with like surveys is like the you know the smiley faces the sad to the happy right and then this last uh this last one has a open-ended uh comment field so that's what it looks like and then you know our responses look like this what I was saying before right is if you if you're getting like hundreds of responses this is gonna not be a probably a great way to look at it if you have these are for like the like the string fields or obviously gonna look like that and then the the date fields you have one or the other if you end up with a choice or a uh check box right it's gonna it's gonna create a chart for you so you can choose different chart types to display that data so it's kind of nice and then it keeps it broken up by suction hairs yes and we have the yes and nose here again and then this was a a scale that was the that was the smiley face thing we saw there we have you know our one to five that's the range we we Define for this question and then it makes every chart and then again the comments are going to kind of be out like this if you click this export to CSV in this particular case I had I had sent out invites to these people so you can see like we've got responses for these yet otherwise you see like when it was completed and then like the Deva jumped out nicely in the column so if you've dealt with survey reporting before this seems way easier that's what the reporting looks like so we can jump back to how you create one and what what that looks like the steps there so in general we're going to have a form title two live all right and then I'm I can set a start date here so I'll start it from now the notice I'm the owner I'll start in the day two of like end of September so here's where you have a couple options around whether or not they're Anonymous so you can you can just slide this on and off I'm going to leave this off in this case multiple submissions you know is an option here I I think this is one of the cases here would be like could you remember share the well idea form right you're going to want to let more people submit more than one right but if you're doing a survey about like how satisfied they are at you know working on cloud faster really going to want to allow one in this case we only want to allow one uh submission because we're going to do like a quick satisfaction survey you have the option here to kind of change your banner you can Define themes on that configuration section uh give you different colors to use you know if you have a particular brand colors and then once you once you save this as drafts you can actually add an image here so I'll just choose my same and this has a little editor where you can crop it which seems a little less unnecessary but you know you can crop your image on here uh save it until now that's part of your those are all the options in general also collaborators so I can say you know Abraham Lincoln is a collaborate with me on this this is where you where you come and add the different questions so you start with your default first section here and if you can click this and add more sections so you know just say this section toggle is and then here's the different question types you have so date or time a number a choice Raven reference text and URL the rating one right would be kind of like you know satisfaction scale so we'll do like a so it shows a scale with a type of custom and I got a happy face and I don't know I'll say yeah we'll leave five is a good one right you got them that's typically how it is here you have the option to say required and then if when you have more than one question you can move it around you can also add like images here too you can add it as part of your question I can preview this as I go along and see how it looks right all right so I'm Gonna Leave This to one question on this and just add another section so and it will just make this a big a big text field right all right and then you can duplicate like out of image you could uh delete it here this is a duplicate and then this is like another kind of move I guess you can have help text here too which is kind of nice so really pretty similar to The Standard service now survey designer although this is not just limited to surveys so that's where you add the questions having recipients here is like we said you don't necessarily have to add recipients you can just like copy this link and send it out to people it actually has ability to import them to from a CSV although they have to be users inside service now where it matches the email ID but you know you can create a list of all those emails import it from here you can just say you know everyone with that form or you can pick specific users right so I'm gonna pick a group admins you can just go through and pick bunch of groups right and so now now you see they're added as recipients so they'll show specific people will show as like oh I really want to hear from them I should either have or I haven't and then from here your last thing is you have the ability to send out emails so I can say I want to form invitation and I want a actually you use you use the reminder kind of like ad hoc but the form of invitation the templates is kind of nice for you actually have a box so the survey has been shared with you please submit your response and then it has a link to it and then salutation so you can whatever content you want and here somebody say that we're gonna allow that to happen and then for the reminder once it's published you can uh you can go and uh send that reminder out yeah and you're between those dates there so just another way of like kind of put it all in one place so you can say hey I wanted to hear from you on the survey please get back to me so I'm going to say this all looks good right now I'm gonna I'm gonna publish this I'll keep the starting update so now it's published and now I have my two published forms I haven't heard back from anyone yet it's going to expire on this particular date if I go to a bath over here so she's now got the satisfaction survey you know I can call in my comments but you can see here that you can save it and then come back to it later right and then fill it out so like you said never and you can actually it will uh it'll show you submit it and then the users can actually go back and see all the forms they submitted in this one we marked that there's only there's only one instance you can take so it's not gonna it actually won't let you update this another one regardless but I can't submit any additional ones so we can see the answer this um they can see their answers and and if they need to go back and see what they said okay and then if we go back you know here we'll see that it did updated you know the responses and just kind of like we looked at the responses for the the one that came out before and then yeah current from a template is pretty similar you just select the template and then that's your starting point and you can change it up you're kind of using this at your own risk just because it's a it's a Innovation lab product but it's it's kind of like it gets you most of the way there if you look at this is like what the questions would look like this is a question answers right so I can see like depending on the type of data you're going to get a different format of the answer this is a choice it gives you like the actual idea of the choice and then the label of it yeah so here's the answer right so this is a string field you can see the answer and actually you would to report on this from like a particular form you would walk from the form question which relates back to a like a form instance essentially this is one I created before but on the form instance you can see kind of like all the configuration here if the template was used the start I'm in right so that's just the back end view of all that all that data the notifications are the number related form question answers right so you can you can see all that and then you know like I mentioned kind of at the beginning if you wanted to do something you know with a flow or some other kind of trigger you could potentially look at at these these answers and and perform some additional automation against it so my forms in a nutshell right yeah so here yeah you see it's Innovation lab and and this is where the documentation was and the installation guide as mentioned and hopefully they make it available for Vancouver and and keep improving on it and maybe make it like an actual app and servicenow because I think it has a lot of uh good flexibility in there [Music] thank you [Music]